Series rooms and tour packages, quoted and signed
Rooms for every departure in one series agreement, and accommodation packaged into the tour operator's own quotes.
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- Building QuoteCloud since 2013
Hotels use QuoteCloud to send tour operators a series agreement: each departure's rooms, nights and rate in the price table, release and cut-off terms, and a signature. Tour operators use it the other way: packaging accommodation, transport and activities into their own tour quotes, with a deposit paid when the traveller or group signs.
A coach route along a coast with four stops; the stop at a fictional resort, Lantern Quay Coral Cove, covers nights 3 and 4 in the series allotment. Below it, 12 departures from 5 April to 20 September 2027 with 18 rooms each, then two cards: the hotel's series agreement LQ-S-0627 to the tour operator, signed, and the operator's group tour contract WC-T-1180 to its group, with a $7,867.86 deposit paid.
One trade, two contracts, both in QuoteCloud
The hotel contracts rooms for a season of departures. The tour operator packages those nights into its own contract with a group. Each side sends, tracks and gets its own document signed.
The hotel's side
Your departures 18 twin rooms for 2 nights each departure, rates per room per night ex tax
| Departure | Season | Rooms | Rate | Release by |
|---|---|---|---|---|
| Mon 5 Aprto Wed 7 Apr · 2 nights | Autumn | 1836 room nights | $189 | Mon 15 Mar |
| Mon 19 Aprto Wed 21 Apr · 2 nights | Autumn | 1836 room nights | $189 | Mon 29 Mar |
| Mon 3 Mayto Wed 5 May · 2 nights | Autumn | 1836 room nights | $189 | Mon 12 Apr |
| Mon 17 Mayto Wed 19 May · 2 nights | Autumn | 1836 room nights | $189 | Mon 26 Apr |
| 12 departures+ 8 more in the agreement | 432room nights | $88,848rooms, ex tax | ||
Release dates are the hotel's terms: the rooms stay in the hotel's own reservations system, not in QuoteCloud.
A series agreement for the season
Twelve Monday arrivals, 18 twin rooms for two nights each, a rate per season and a release date per departure, signed by the operator's contracting manager.
Price tables: Essentials and up
18 rooms · Mon 3 to Wed 5 May Nights 3 and 4 for 34 travellers
The tour operator's side
Your group tour
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Reef & Rainforest Coast · 34 travellers | $65,100 | ||
Tour, twin shareCoach and driver, 5 nights (nights 3 and 4 at Coral Cove Resort), breakfasts, guided walks
|
34 travellers | $1,890 | $64,260.00 |
Single room supplementTwo travellers in their own room
|
2 travellers | $420 | $840.00 |
| Add for the group Tick to add | |||
Outer reef cruise, day 4Full day from Coral Cove, lunch on board
|
34 travellers | $189 | $6,426.00 |
Rainforest cableway, day 2Return trip with the group
|
34 travellers | $62 | $2,108.00 |
- Subtotal
- $71,526.00
- Tax (10%)
- $7,152.60
- Total
- $78,678.60
- Plus, monthly
- $0.00/mo
- Deposit to hold your seats (10%)
- $7,867.86
A group tour contract with the hotel nights inside
The operator's own document on its own letterhead: the tour priced per traveller, the single supplement, an optional reef cruise and a 10% deposit when the club signs.
Payments: Essentials and up
Both businesses are fictional. QuoteCloud holds no allotment and has no GDS, bed-bank or channel connection: the rooms stay in the hotel's reservations system, and each side types its own figures or sends them through the API.
The operator's group tour contract, part by part
Wayfarer Coast Tours quoting the Ashgrove Walking Club: six days, 34 travellers, two nights at Coral Cove from the series allotment.
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Operator edits
Their tour, their brand
The operator's own letterhead, cover photo and dates. A tour operator runs its own QuoteCloud account; the hotel's name appears only where the operator puts it.
Wayfarer Coast ToursGroup tour contract WC-T-1180 Sample · fictional tour operatorGroup tour contract
Reef & Rainforest Coast · 6 days from Sat 1 May 2027
Six days on the reef coast for 34 members of the club: our coach and driver, five nights' accommodation including two nights at Lantern Quay Coral Cove Resort, breakfasts and guided walks. Tick the reef cruise if the group would like it, then sign and pay the deposit to hold your seats.
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Group chooses
Priced per traveller
The tour twin share × 34 travellers, the single supplement for two, and the reef cruise as an optional row the club can tick. The deposit follows.
Price tables: Essentials and up
Your group tour
Item Qty Rate Amount Reef & Rainforest Coast · 34 travellers $65,100 Tour, twin shareCoach and driver, 5 nights (nights 3 and 4 at Coral Cove Resort), breakfasts, guided walks34 travellers $1,890 $64,260.00 Single room supplementTwo travellers in their own room2 travellers $420 $840.00 Add for the group Tick to add 34 travellers $189 $6,426.00 34 travellers $62 $2,108.00 - Subtotal
- $71,526.00
- Tax (10%)
- $7,152.60
- Total
- $78,678.60
- Plus, monthly
- $0.00/mo
- Deposit to hold your seats (10%)
- $7,867.86
-
Where they stay
The nights listed in the notes, with the hotel nights matching the series departure. Margaret's question about the walk is answered in a comment.
Your stays
- Nights 1 and 2: a rainforest lodge in the hills.
- Nights 3 and 4: Lantern Quay Coral Cove Resort, ocean-side twin rooms, breakfast included.
- Night 5: a harbour hotel near the airport for an easy flight home.
Margaret LoweTwo of our members use walking poles. Is the rainforest walk gentle?
Grant, WayfarerYes, the boardwalk is flat and about 2 km. We'll let the guide know.
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Locked block
Booking conditions
Deposit, final-names date, balance and validity as content. The final-names date sits before the hotel's release date, so the operator can name the rooms in time.
Content locking: Business
Booking conditions
- Deposit on signing10% · $7,867.86Paid by card when the club signs.
- Final namesMon 12 Apr 2027Names and room pairings 21 days before the hotel nights.
- BalanceInvoiced by WayfarerDue 30 days before departure, on our own invoice.
- Offer valid untilWed 4 Nov 2026Seats and rooms are held at this price until then.
- Cancellation: the deposit is retained more than 60 days before departure; 50% within 60 days; 100% within 14 days.
- Travel insurance is the traveller's own arrangement.
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Group signs
Signed with the deposit
The trip coordinator signs and pays 10% by card. The balance is on the operator's own invoice; QuoteCloud doesn't collect it.
Accept, sign and pay
Margaret Lowe · Trip coordinator, Ashgrove Walking Club
Signed online · Thu 22 Oct, 7:48 pm
Deposit to hold your seats (10%)
$7,867.86
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
A season of departures in one agreement
The series agreement lists every departure: arrival and check-out, the season and its rate, the rooms and the release date, which falls 21 days before each arrival. The price table groups the room nights by season with a subtotal for each, plus breakfast for the travellers.
There's nothing to pay on signing, so the series summary shows beside the operator's signature. Each departure is invoiced by the hotel.
- One price-table section per season, with subtotals
- Release and allotment terms as content
- Signature with a summary instead of a deposit
Price tables: Essentials and up
Your departures 18 twin rooms for 2 nights each departure, rates per room per night ex tax
| Departure | Season | Rooms | Rate | Release by |
|---|---|---|---|---|
| Mon 5 Aprto Wed 7 Apr · 2 nights | Autumn | 1836 room nights | $189 | Mon 15 Mar |
| Mon 19 Aprto Wed 21 Apr · 2 nights | Autumn | 1836 room nights | $189 | Mon 29 Mar |
| Mon 3 Mayto Wed 5 May · 2 nights | Autumn | 1836 room nights | $189 | Mon 12 Apr |
| Mon 17 Mayto Wed 19 May · 2 nights | Autumn | 1836 room nights | $189 | Mon 26 Apr |
| Mon 7 Junto Wed 9 Jun · 2 nights | Winter | 1836 room nights | $219 | Mon 17 May |
| Mon 21 Junto Wed 23 Jun · 2 nights | Winter | 1836 room nights | $219 | Mon 31 May |
| Mon 5 Julto Wed 7 Jul · 2 nights | Winter | 1836 room nights | $219 | Mon 14 Jun |
| Mon 19 Julto Wed 21 Jul · 2 nights | Winter | 1836 room nights | $219 | Mon 28 Jun |
| Mon 2 Augto Wed 4 Aug · 2 nights | Winter | 1836 room nights | $219 | Mon 12 Jul |
| Mon 16 Augto Wed 18 Aug · 2 nights | Winter | 1836 room nights | $219 | Mon 26 Jul |
| Mon 6 Septo Wed 8 Sep · 2 nights | Spring | 1836 room nights | $199 | Mon 16 Aug |
| Mon 20 Septo Wed 22 Sep · 2 nights | Spring | 1836 room nights | $199 | Mon 30 Aug |
| 12 departures | 432room nights | $88,848rooms, ex tax | ||
Release dates are the hotel's terms: the rooms stay in the hotel's own reservations system, not in QuoteCloud.
Your 2027 series
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Autumn · 4 departures, 5 Apr to 17 May | $27,216 | ||
Twin room18 rooms × 2 nights × 4 departures
|
144 room nights | $189 | $27,216.00 |
| Winter · 6 departures, 7 Jun to 16 Aug | $47,304 | ||
Twin room18 rooms × 2 nights × 6 departures
|
216 room nights | $219 | $47,304.00 |
| Spring · 2 departures, 6 and 20 Sep | $14,328 | ||
Twin room18 rooms × 2 nights × 2 departures
|
72 room nights | $199 | $14,328.00 |
Driver's room, every departureComplimentary, all 12 departures
|
24 room nights | $0 | $0.00 |
| For your travellers Tick to add | |||
| 432 room nights | $44 | $19,008.00 | |
| 12 departures | $180 | $2,160.00 | |
- Subtotal
- $107,856.00
- Tax (10%)
- $10,785.60
- Total
- $118,641.60
- Plus, monthly
- $0.00/mo
Accept and sign
Grant Mahoney · Contracting manager, Wayfarer Coast Tours
Signed online · Tue 20 Oct, 3:05 pm
Series summary
- Departures
- 12 · April to September 2027
- Allotment
- 18 rooms × 2 nights each
- Season value
- $118,641.60 inc tax
Certificate of authenticity and audit trail attached
Send your next series offer as one signed agreement
14 days free, no credit card. Set up your series template once and send it to every operator.
Next season's rates to every operator at once
Bulk send turns one series offer into a personalised copy for each operator on your list, each with its own link, comments and signature. You see who has opened, commented or signed.
Each copy is its own agreement, so an operator who wants different dates gets a revised version, without touching the others.
- One template, a personalised copy per operator
- Sent, opened and accepted at a glance
- Comments and signatures per copy
Bulk send: Essentials and up, volume-based costs
Bulk send- Grant Mahoney · Wayfarer Coast Toursgrant.mahoney@example.com AcceptedSigned Tue 9:40 am
- Ana Ruiz · Brightline Coachesana.ruiz@example.com OpenedOpened twice
- Will Okeke · Tidal Trailswill.okeke@example.com OpenedComment: Sep dates?
- Kerry Lam · Sunward Senior Tourskerry.lam@example.com Sent
- Marcus Vale · Reefline Educationalmarcus.vale@example.com Sent
- Sent
- 5
- Opened
- 3
- Accepted
- 1
Templates to start from
Real QuoteCloud templates a hotel or a tour operator can adapt for series agreements and group tour contracts.
- Proposal template Travel Agency Itineraries, pricing, accommodation and inclusions, for tour operators and travel planners. View template
- Quote template Precision Corporate Sales Quote Services, pricing and terms in a clean corporate layout: a start for corporate rate offers. View template
- Estimate template Simple Business Estimate Scope, pricing with tax, assumptions, terms and acceptance: a start for supplier quotes to hotels. View template
- Proposal template Hotel Event Proposal Template Your hotel, packages, pricing and a run sheet, with e-sign approval: a start for conference and group proposals. View template
Tour operator and series questions, answered
Can one agreement cover a whole season of departures?
Yes. List the departures in the agreement with their dates, rooms and release dates, and group the room nights by season in the price table with a subtotal for each. The allotment and release are your written terms; the rooms stay in your reservations system.
Does QuoteCloud connect to a GDS, bed bank or allotment system?
No. There is no GDS, wholesale channel, bed-bank or allotment integration, and QuoteCloud doesn't check availability. Your team types the rooms and rates, or your own system sends them as price-table rows through the QuoteCloud API.
Can a tour operator use QuoteCloud for its own group contracts?
Yes, in its own account and on its own letterhead: the tour priced per traveller, supplements, optional extras the group ticks, its booking conditions, a signature and a deposit on signing through Stripe or PayPal.
Can we send next season's rates to all our operators?
Yes. Bulk send, on Essentials and above with volume-based costs, sends a personalised copy of one template to each operator, and you see who has opened, commented or signed each copy.
Is there a payment when the series is signed?
Only if you set one. A series agreement can be signed with no payment, showing a summary instead. If you want a deposit, set it as a percentage or a fixed amount; later departures are invoiced by the hotel, not by QuoteCloud.
Everything a hotel sales team sends
From the group block to the rate agreement, the long stay and the supplier's quote.
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Group booking & room block proposalsRoom types by night at your group rates, per-night totals, cut-off and attrition terms, and a deposit paid when the organiser signs.Explore
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Conference & MICE proposalsMeeting rooms, day delegate and residential packages, breakouts and AV, with the accommodation block in the same proposal.Explore
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Corporate & government rate agreementsAnnual negotiated rates by property, room type and season, with inclusions, terms and an expiry date the account signs.Explore
- Resort group & incentive staysIncentive trips, retreats and team stays at a resort: villa mix, activities the organiser ticks and a deposit to confirm.
- Supplier quotes to hotelsFor linen, amenities and F&B equipment suppliers: quotes to hotel procurement with monthly hire, options and a signature.
- Rate re-negotiation & bulk sendNext year's rates as a new version of each agreement, bulk sent to your corporate accounts and tracked to signature.
- Long-stay & serviced apartment quotesWeekly rates for project and relocation stays, shown in the agreement, with the first week paid on signing.
- Deposits, cut-off & attrition termsA deposit on signing, and your cut-off dates, attrition allowance and cancellation scale written into every group contract.
- Discount approvals for group ratesGroup and corporate discounts above your threshold go to the revenue manager before the proposal can be sent.
- PMS, CRM & accounting integrationsSigned proposals to your PMS, sales CRM or accounts through Zapier, Make or the API, and Xero or QuickBooks on Business.
- Hospitality templatesReal QuoteCloud templates for hotel proposals, function room hire, catering, travel and stays, ready to make your own.
- QuoteCloud implementation for hotelsRoom types and packages loaded, group and rate templates converted, Stripe set up per property and the sales team trained.
- FAQAnswers to the questions hotel sales teams, serviced apartments, resorts, tour operators and suppliers ask most.
Your next series, signed for the season
Free for 14 days. No credit card required.